2026-14 Vehicle Equipment Install and Repair Services

COUNTY OF COLE - MISSOURI
REQUEST FOR BID
2026-14: VEHICLE EQUIPMENT INSTALL AND REPAIR
SERVICES
SUBMISSIONS SHALL BE ACCEPTED THROUGH
THURSDAY, MAY 14, 2026 AT 3 P.M. CENTRAL
AND RECEIVED AT:
COLE COUNTY COMMISSION
311 EAST HIGH STREET, ROOM 200
JEFFERSON CITY, MO 65101
______________________________________ ______________________________________
Company Name Direct Contact Name (Typed/Printed)
__________________________________________ __________________________________________
Mailing Address Title
__________________________________________ __________________________________________
City/State/Zip Email
__________________________________________ __________________________________________
Office Telephone Number Direct Line or Extension
I hereby certify that I am submitting the following information on behalf of the above-listed company and understand that by virtue
of executing and returning with this response this REQUIRED RESPONSE FORM, I further certify full, complete and unconditional
acceptance of the terms and conditions set forth herein, all attachments and the contents of any addendum or amendment released
hereto. (Submission must be signed by an officer or employee having authority to legally bind the respondent.)
______________________________________ _______________________________________
Authorized Signature Authorized Name (Typed/Printed)
______________________________________ _______________________________________
Title Date

REQUEST FOR BID
Sealed offers will be accepted by the Cole County Commission for consideration in provision of the following:
2026-14 VEHICLE EQUIPMENT INSTALL AND REPAIR SERVICES
Submissions will be received at the office of the Cole County Commission, 311 East High Street, Room 200,
Jefferson City, Missouri until 3 p.m. on Thursday, May 14th, at which time they will be publicly opened and taken
under advisement. Bidders should be aware that submissions are public record under state law. Specifications
are available at www.colecounty.org or by contacting Lexi Buechter at (573) 634-9168 or
abuechter@colecounty.org.
NEWS TRIBUNE: April 19, 26, & May 3
Legal Notices
Cole County Commission
311 East High Street
Jefferson City MO 65101
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COLE COUNTY COMMISSION
PURCHASING
311 EAST HIGH STREET, ROOM 200
JEFFERSON CITY, MISSOURI 65101
REQUEST FOR BID
1.0 OVERVIEW
1.1 NOTIFICATION. This document constitutes a request for competitive, sealed offers per the Terms and
Conditions of bidding and any special conditions set forth herein for the provision of Vehicle Equipment
Install and Repair Services for Cole County as outlined in Section Three of this document.
Respondents are responsible for being thoroughly familiar with all specifications and requirements of this
solicitation. Failure to examine any relevant document or provision thereof will not relieve the successful
respondent from any obligation under this bid. Qualified organizations are invited to prepare an offer in
response to this document and in doing so, concur with all terms, conditions, specifications and addenda
to this bid unless specifically noted otherwise in a separate section within their response titled
"EXCEPTIONS".
1.2 QUESTIONS, REQUESTS FOR CLARIFICATION OR INTERPRETATION. Respondents are advised that all
questions concerning the meaning or intent of these specifications must be submitted IN WRITING and
received at least five (5) business days prior to the date scheduled for bid opening. All inquiries shall be
directed to:
Lexi Buechter, Purchasing Agent
abuechter@colecounty.org
As of the issuance date of this solicitation and continuing until the final date for acceptance of
submissions, all respondents are specifically directed not to discuss, hold meetings, conferences, or
technical discussions with any County employee for the purpose of responding to this solicitation except
as otherwise permitted by this bid document. Respondents should not otherwise ask any County officials
or employees questions about the bid or related issues, either orally or by written communication.
Respondents directly contacting other County employees risk elimination from further consideration.
1.3 ISSUANCE OF ADDENDA. Every attempt shall be made to ensure that all written questions receive an
adequate and prompt response. However, in order to maintain a fair and equitable bid process, all
respondents will be advised of any questions submitted, the County's response, and any other pertinent
information related to this solicitation via the issuance of addenda, which will be posted at
www.colecounty.org. All issued addenda are incorporated by reference as if fully set out herein. An
addendum may contain information that could affect bid responses. Respondents are cautioned that the
only official position of Cole County is that which is issued by Cole County in these specifications or by
addendum thereto; no other means of communication, whether written or oral, shall be construed as a
formal or official response or statement. It shall be the responsibility of the respondent to verify whether
or not any addenda have been issued prior to submitting a bid response to Cole County.
The County assumes no liability if a respondent fails to incorporate addenda into their bid. Failure to
have requested an addendum covering any questions affecting the interpretation of these specifications
shall not relieve the awarded party from delivering the completed project, product and/or service in
accordance with the intent of these specifications.
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1.4 SUBMISSION REQUIREMENTS. A fully executed response, including the specification pages comprising
this invitation and any related illustrative documentation and/or issued addenda shall:
Be submitted in a sealed envelope identified by bid number, bid title, and bid opening date/time;
Be complete and signed by an official authorized to obligate company submitting the bid;
Include (1) complete original bid and two (2) exact duplicates.
It is the responsibility of each respondent to deliver its submission to the office of the Cole County
Commission, 311 East High Street, Room 200, Jefferson City, Missouri on or before the date and exact
time indicated for public bid opening. Fax and email submissions will not be accepted or considered.
Responses will be time and date stamped; those received late will be determined non-responsive without
exception. Late bids may be returned unopened to the respondent upon request within ten (10) business
days after the bid opening. All returns will be made at the respondent's expense.
1.5 BID OPENING. Submissions will be publicly opened in the Cole County Commission Chambers on
Thursday, May 14 at 3 p.m. Central. Respondents and the public are invited but not required to attend
the formal bid opening. All documents will be made available for public inspection, but no decision
relating to the award of the contract or agreement will be made at the bid opening.
1.6 ADVICE OF AWARD. Upon bid award by the Cole County Commission, award notification letters,
including a bid tabulation summarizing responses received, will be sent via email to all parties submitting
a response.
2.0 TERMS AND CONDITIONS
2.1 INCURRING COSTS. Cole County shall not pay for any information requested herein nor be obligated or
liable for any cost incurred by any respondent in submitting a response.
2.2 RESERVATIONS. The right is hereby reserved to reject any or all submissions for any reason, in part or
in whole, received in response to this solicitation; to waive or not waive informalities or irregularities in
any response or the bidding procedures; to request supplementary information from respondents as
determined necessary to effectively evaluate responses; to cancel this solicitation, advertise for new and/or
purchase off of cooperative purchasing contracts; and to accept, request clarification or further negotiate
the terms, conditions and/or methodology of any response if, in Cole County's sole judgment, the best
interests of Cole County will be so served.
2.3 MODIFICATION/WITHDRAWAL. Receipt of written notice or an in-person request from a properly
identified individual prior to the official date and time set for bid opening must occur in order to modify
or withdraw a submission which has been delivered to the office of the Cole County Commission.
2.4 VALIDITY. Respondents agree that submissions will remain valid for consideration by Cole County for
a minimum period of ninety (90) calendar days after the date specified for bid opening.
2.5 RESPONSE MATERIAL OWNERSHIP. All material submitted in response to this solicitation becomes the
property of Cole County and may be disclosed upon proper Sunshine Law request per 610.021(12) RSMo.
2.6 EXCEPTIONS. The wording of this solicitation may not be changed or altered in any manner by a
respondent. Changes, additions or limiting provisions made on the invitation will render the bid informal
and may cause its rejection. Taking exception to any clause in part or in whole does not necessarily
disqualify a respondent; any such exception shall be clearly identified and described in full detail in the
respondent's submission on a separate page clearly titled "EXCEPTIONS." Any exception will be
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evaluated and accepted or rejected by Cole County, whose decision shall be final and conclusive. In the
absence of such declaration(s), the response shall be accepted as in strict compliance with all terms,
conditions, and specifications and the awarded party shall be held responsible for providing the product
or service accordingly.
2.7 RESTRICTIVE LANGUAGE. It shall be the responsibility of potential respondents to ask questions, request
changes or clarification, or otherwise advise Cole County if any language, specification or requirement of
this solicitation appear to be ambiguous, contradictory, and/or arbitrary, or appear to inadvertently restrict
or limit responses to a single source. Such notification must be directed to the Purchasing Agent and
received at least five (5) business days prior to the date set for bid opening.
2.8 INTERPRETATION. If a respondent has any questions which arise concerning the true meaning or intent
of these bid documents, plans or any part thereof which affect the cost, quality, quantity, or character of
the project or service, respondent shall request in writing that an interpretation be made and an addendum
be issued which shall then be posted at www.colecounty.org. Failure to have requested an addendum
covering any questions affecting the interpretations of the bid documents shall not relieve the successful
respondent from delivering the product, service or completed project in accordance with the intent of the
bid documents. Should any differences arise as to the meaning or intent of these specifications, Cole
County's interpretation shall be final and conclusive.
2.9 EQUIVALENT MATERIAL/EQUIPMENT. Any listed manufacturer/model number(s) or a definite
reference to a particular item or piece of equipment is intended to establish a minimally acceptable design,
type, quality, functional capacity, and/or desired performance level. It is to be understood that any
equivalent alternate which will perform adequately the duties imposed by the general design may be
proposed and bid so long as sufficient details necessary to establish equivalency are included in the
submission. Acceptance is subject to approval of the County which may request further information,
sample(s) and/or a demonstration prior to bid award. Cole County shall be the sole judge of equivalency.
2.10 LIKE OR SIMILAR PRODUCT. Cole County reserves the right, at its sole discretion, to obtain like or
similar product to that which has been specified herein when use of such product is deemed in the best
interest of the County.
2.11 QUALIFICATIONS OF RESPONDENTS. Cole County may make such investigations as deemed necessary
to determine the ability of any respondent to provide the product and/or service described herein.
Respondent shall furnish to the County all such information and data for this purpose that the County may
request. The County reserves the right to reject any submission if the evidence submitted by the
respondent or investigation of such respondent fails to satisfy the County that such respondent is properly
qualified to carry out the obligations of the contract and/or to complete the work contemplated herein.
2.12 EVALUATION. The County's sole purpose in the evaluation process is to determine from among the
responses received which one is best suited to meet the County's needs at the lowest possible cost. Any
final analysis or weighted point score does not imply that one bidder is superior to another, but simply
that in our judgment the contractor selected appears to offer the best overall solution for our current and
anticipated needs at the lowest possible cost.
2.13 BASIS OF AWARD. Award shall be made to the lowest responsible bidder(s) whose offer best responds
to the quality, capacity, and service requirements of Cole County, as determined by the County. The
County may award to more than one contractor by awarding separate items or groups of items to various
contractors. Awards can be made for items, or combinations of items, which result in the lowest price
and/or best meet the County's requirements.
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2.14 PRICES. Prices must be stated in units of quantity specified and must be firm. Price submitted for each
item shall include all cost, of whatever nature, that is involved in achieving the good or service per the
bid documents. Bids qualified by escalator clauses may not be considered.
2.15 TAX EXEMPTION. Cole County is funded by public monies and as such has been approved by the State
of Missouri for sales/use taxexempt status. The Missouri tax identification number and certificate is
available to the awarded party upon request.
2.16 DELIVERY. If requested, the delivery date or when work will start shall be stated in definite terms as they
may be taken into consideration when making award. Cole County reserves the right to cancel all or any
part of an order or project if delivery is not made or work not started as guaranteed.
2.17 DEFAULT. In case of default by the bidder or contractor, Cole County may procure the articles or services
from other source(s) and hold the successful respondent responsible for any excess cost occasioned
thereby.
2.18 ACCEPTANCE. No equipment, supplies, materials and/or services received by Cole County pursuant to
this solicitation shall be deemed accepted until the County has had reasonable opportunity to inspect.
Cole County reserves the right to reject anything that does not comply with reasonable expectations based
on the specifications outlined herein.
2.19 SHIPMENTS. All shipments and deliveries shall be F.O.B. destination, freight prepaid to Jefferson City,
Missouri.
2.20 COMPLIANCE WITH APPLICABLE LAW. The contractor must agree to comply with all federal, state, and
local laws or ordinances, and all applicable rules, regulations, and standards established by an agency of
such governmental units, which are now or hereafter promulgated insofar as they relate to the contractor's
performance of the provisions of the agreement. It shall be the obligation of the contractor to apply for,
pay for and obtain all permits and/or licenses required by any governmental agency for the provision of
those services contemplated herein.
2.21 AS NEEDED, IF NEEDED. The contractor shall provide product or service on an "as needed, if needed"
basis for Cole County in accordance with the provisions and requirements stated herein. The resulting
award or contract does not guarantee that all purchases of this nature will go to the successful
respondent(s), but rather establishes primary vendor(s). Any usage quantities included in this request are
based on estimated need; Cole County reserves the right to increase or decrease quantities to meet actual
need and maintain the quoted pricing.
2.22 ASSIGNMENT. The awarded party shall not assign the contract, subcontract, or sublet it as a whole without
the prior written consent of Cole County. Assignment, subcontracting, or subletting without such consent
will in no way relieve the awarded party of any of its obligations under this Contract unless specified, in
writing, by Cole County.
2.23 PREFERENCE. In making bid awards, Cole County shall give preference to all firms, corporations, or
individuals that maintain office or places of business within the County of COLE when the quality of the
commodity or performance promised is equal or better and the price quoted is the same or less.
2.24 APPROPRIATION OF FUNDS. Financial obligations of Cole County payable after the first fiscal year the
system is in place are contingent upon funds for that purpose being appropriated, budgeted, and otherwise
made available. In the event funds are not appropriated, any resulting Contract will become null and void,
without penalty to Cole County.
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2.25 COOPERATIVE PROCUREMENT. Various State Agencies, City and County Offices, and/or any other
government entity may or may not request an unknown quantity of goods or services under this bid during
the effective period or resulting agreement period at the same prices, terms and conditions.
If the awarded party agrees to cooperative procurement, it is agreed and understood that each participating
political subdivision will make its own separate contract with the awarded party; that each participating
political subdivision shall only be liable to the awarded party for service, materials or supplies for which
it has directly contracted without any liability for purchases contracted for by any other participating
political subdivision; and each awarded party shall be required to bill each participating political
subdivision separately and directly for the service, materials or supplies it has purchased.
In the event of any dispute between a political subdivision and a awarded party arising after a contract of
purchase has been executed, such dispute shall be handled by and between the particular political
subdivision affected and the awarded party.
2.26 DOMESTIC PRODUCT PROCUREMENT ACT. The respondent represents that the goods provided comply
with Sections 34.350 to 34.359, RSMo, known as the Domestic Product Procurement Act. The act
encourages the purchase of products manufactured or produced in the United States.
2.27 ANTI-DISCRIMINATION AGAINST ISRAEL ACT. The contractor certifies that it is not currently engaged
in and shall not, for the duration of the contract, engage in a boycott of goods or services from the State
of Israel; companies doing business in or with Israel or authorized by, licensed by, or organized under the
law of the State of Israel; or persons or entities doing business in the State of Israel.
2.28 PUBLIC LIABILITY AND PROPERTY DAMAGE INSURANCE. The Contractor shall take out and maintain
during the life of this contract such public liability and property damage insurance as shall protect them
performing work covered by this contract from claims for damages for personal injury including
accidental death, as well as from claims for property damages, which may arise from operations under
this contract.
2.29 DEBARMENT AND SUSPENSION. A contract award will not be made to parties listed on the government
wide exclusion in the System for Award Management (SAM), in accordance with the OMB guidelines.
SAM exclusions contains that name of parties debarred, suspended, or otherwise excluded by agencies as
well as parties declared ineligible under statutory or regulatory authority other than Executive Order
12459.
3.0 SCOPE
3.1 PURPOSE. It is the intent of the County to secure pricing for the up-fit of equipment on new and used
vehicles as well as for the repair of existing vehicle equipment and un-installment of equipment.
Equipment could include any or all of the following: radio sets (including antennas), emergency lighting,
sirens with speakers, push bumpers, dash cameras, center consoles, MDT mounts, vehicle repeaters,
prisoner partitions, vehicle wireless access points, cabinetry boxes with electronics and interior cameras.
The Cole County Sheriff's Department currently consists of the following types of vehicles:
A. Dodge Charger
B. Ford Explorers
C. Chevrolet
D. Tahoe's
E. Chevrolet Silverado pickups
F. Dodge Durango
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3.2 TERM. It is the intent of the County to establish a one-year contract with up to two (2) consecutive one-
year renewal options if agreeable to both parties for a total of three (3) years.
3.3 SERVICE.
3.2.1 AUTHORIZATION. No work shall be considered authorized without prior County approval.
LABOR. The County is seeking to establish the amount of time and hourly labor rates for the
original install, repair services, and un-installment for equipment. Any other fees should be
clearly stated on the Bidder Response Form and approved by the County in writing before work
is performed. Charges including but not limited to the following will not be approved by the
County:
A. Install push bumper
B. Siren Amplifier / Light Controls
C. Siren Speaker
D. Install light bar
E. Install full partition (cage)
F. Console
Motorola mobile radio
MDT dock
Siren Amplifier / Light Controls
12v Plugs / USB
G. In Car Video System
H. Install continuous duty shutoff solenoid
I. Stalker Radar (Front / Rear Antennas)
J. Jotto gun rack
K. Flash light charger
L. License Plate lights (emergency-red/blue)
M. Delivery cost for parts
N. EPA fees
O. Cleaning Supplies
P. Shop fees
Q. Restocking fees
R. Storage fees of any type
S. Cradlepoint Installation (Roof Mounted Antenna)
T. Vehicle Repeater Installation (NMO mount antenna)
3.4 CONTRACTOR REQUIREMENTS.
3.3.1 RECORDS. Awardee(s) must keep records of the maintenance completed on each vehicle by VIN,
available to the County upon request, for the duration of this agreement after which time said
records shall be turned over to and become the property of Cole County.
3.3.2 PRIORITY SERVICE. Awardee(s) must guarantee, due to County staffing and equipment
restraints, that vehicles serviced under this contract receive top priority service with work
completed as soon as possible.
3.3.3 SECURE FACILITY. If any County-owned vehicle is to remain at a contractor facility overnight,
contractor must have the ability to secure the vehicle(s) inside unless arrangements have been
made otherwise in writing with County staff.
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BIDDER RESPONSE FORM
Bid No. 2026-14, Vehicle Equipment Install and Repair Services
ORIGINAL INSTALL
MAINTENANCE COSTS AMOUNT OF TIME HOURLY
Install push bumper: _________________ $ ___________
Install Siren Amplifier / Light Controls: _________________ $ ___________
Install Siren Speaker: _________________ $ ___________
Install full partition (cage): _________________ $ ___________
Install Light bar: _________________ $____________
CONSOLE
Motorola mobile radio: _________________ $ ___________
MDT dock: _________________ $ ___________
Siren Amplifier / Light Control: _________________ $ ___________
12v Plugs / USB Port _________________ $ ___________
In Car Video System (IPRO): _________________ $ ___________
Stalker radar (front/back antennas): _________________ $ ___________
Jotto Gun Rack: _________________ $ ___________
Flash Light charger: _________________ $ ___________
License plate lights (emergency-blue/red): _________________ $ ___________
Install CradlePoint (roof mounted antenna): _________________ $ ___________
Vehicle Repeater Installation (NMO mount antenna): _________________ $ ___________
Install Continuous Duty Shutoff Solenoid: _________________ $ ___________
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REPAIR
MAINTENANCE COSTS AMOUNT OF TIME HOURLY
Repair push bumper: _________________ $ ___________
Repair Siren Amplifier / Light Controls: _________________ $ ___________
Repair Siren Speaker: _________________ $ ___________
Repair full partition (cage): _________________ $ ___________
Repair Light bar: _________________ $____________
CONSOLE (Repair)
Motorola mobile radio: _________________ $ ___________
MDT dock: _________________ $ ___________
Siren Amplifier / Light Control: _________________ $ ___________
12v Plugs / USB Port _________________ $ ___________
Repair In Car Video System (IPRO): _________________ $ ___________
Repair Stalker radar (front/back antennas): _________________ $ ___________
Repair Jotto Gun Rack: _________________ $ ___________
Repair Flash Light charger: _________________ $ ___________
Repair License plate lights (emergency-blue/red): _________________ $ ___________
Repair CradlePoint (roof mounted antenna): _________________ $ ___________
Repair Vehicle Repeater Installation
(NMO mount antenna): _________________ $ ___________
Repair Continuous Duty Shutoff Solenoid: _________________ $ ___________
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